Choosing Your EHR

At Yeats Clinical we understand that choosing the right EHR package for your practice is a major decision. That’s why we guarantee to guide you through the process. From day one, we will be on hand to help you choose the best features that best suit the needs of your practice.

The below elements will be critical to you when making your decision.

Web-based vs. client server

This decision will have a big impact on where and when you will have access to your EHR. A web-based EHR (web-based software is also known as Application Service Provider [ASP] or ‘hosted’ software) is hosted online, so you sign a service agreement to use the software for a certain period of time, and you then log in to a website to access your medical records. A client server-based EHR consists of software that you purchase and install on your computer or your office server.

Here is a breakdown of the important factors that differentiate these two options:

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Accessibility: Since the EHR is hosted online, it is accessible to you from any web-enabled computer. If you do not have an internet connection, you will not be able to access your EHR.

Performance: The performance and speed of the EHR will be dependent upon your internet connection. A reliable high-speed internet connection is recommended if you choose to go with a web-based EHR.

Data Backups: Regular backups are performed by the EHR service provider to eliminate the risk of data loss. While you do not need to back up data locally, a good web-based EHR will still give you the option to do so.

Updates: Updates and maintenance are also performed by the EHR service provider. You will automatically have access to new functionality when updates are released.

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Accessibility: Since you will be installing software on your server, as rule the EHR will only be accessible from computers on which the software has been installed (or computers that are connected to the server on which the software is installed). Servers are not cheap and could cost thousands depending on the needs of the office (memory and back-up requirements). Another cost associated with the server is the annual maintenance that servers require.

Performance: The performance and speed of the EHR will be dependent upon the memory and speed of your server Data

Backups: It is your responsibility to back up the data. If you choose to back up your data in hard copy by printing information out, it is recommended that you store the printed records in an off-site location to preserve them in case of an office disaster. If you choose to back up your data in electronic format, you should use either an Online Backup Provider or Removable Storage Device. When using a removable storage device, it is recommended to take this off-site out of hours.

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Ease-of-use

Think about your main goals for your EHR. Are you simply looking to go paperless and organize your clinical documentation electronically, or are you looking to customize, arrange, and analyze data in complex ways?

The answer to this question will likely depend on your level of computer expertise. A basic EHR should allow you to organize each patient’s clinical documentation with a simple interface, provide the ability to sort notes by document type (i.e. intake note, progress note), and upload scanned documents to patients’ charts. A complex EHR will have more options like adjustable document templates and customized reporting functions.

Keep in mind that a feature-rich system can only reach its full potential if the user’s technical ability allows him/her to use the functionality in a meaningful way.

Implementation, training, and technical support

Before you purchase an EHR, you should have an idea of timeframe, cost, and resources necessary to get you up and running with the system after the initial purchase. If you choose an EHR that requires software installation, you may need to enlist the help of a technically-oriented staff member (or friend/family member) to help with the installation.

With a web-based EHR, there is little or no setup to be done on your end, as the EHR provider will configure your account and provide you with your login information. You should also find out if training and technical support are included in the base price of the EHR. If not, be sure to get a clear written description of cost structure and timeframe for which technical support is provided.

Web-based EHR service agreements tend to have less expensive training and tech support plans, if they charge at all.

Workflow functions

While a good EHR can adapt to the user’s workflow, many EHRs do not possess such flexibility. Whether the EHR is for yourself or you are looking on behalf of a physician, be sure that you have taken the end user’s workflow preferences into account.

If the physician tends to need reminders to do their clinical notes, look for an EHR that has reminder and alert functions. To get an actual feel for how the system would work in everyday practice, it’s a good idea to request a demonstration or trial of the EHR before making a purchasing decision.